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Privacy notice for those complaining about an MSP

This privacy notice describes how we collect and use your personal information if you make a complaint about the conduct of an MSP. It explains how we'll store and handle your data, and keep it safe. 

Further information about how we process personal data is available in our main Privacy Policy.

We collect information about you when:

  • You contact us for advice
  • You bring a complaint to us
  • We are looking at your complaint and need more information to make a decision 
  • You ask us to change any decision we've made
  • You complain about us

We will ask you to provide:

  • Your name and contact details
  • The name(s) of the MSP(s) complained about
  • A description of the conduct/incident you are complaining about
  • The date the incident happened
  • Whether you’ve complained about this behaviour to another organisation

We may ask you to provide:

  • Evidence supporting your complaint, including audio and video evidence
  • The names and possibly the contact details of others involved
  • Details of anyone you have chosen to represent you
  • Details about how we can make our service accessible to you

In assessing your complaint, we might gather the following which may contain information about you:

  • Evidence from the MSP(s) complained about and third parties
  • Internal documentation about your complaint

We will record and store your information in our electronic filing systems. You can find out more in the Storing your personal information section of our Privacy Policy.

All details relating to your complaint are stored in an electronic case file. Any additional material we receive or generate will be stored in this case file. 

In order to obtain and assess evidence we may have to share large electronic files with you and other parties involved in the case. These may be too large to share by email. Where this is the case we use the file sharing platform WeTransfer. You will be advised when we intend to use this service. You can find out more about how WeTransfer manages personal data in their Privacy & Cookie statement. If preferred, alternative transfer methods may be available.

Your complaint will always be shared with the MSP(s) you have complained about. Normally your name will also be shared. We may need to contact other parties, such as witnesses, during the investigation. We may have to disclose your identity to these parties to allow them to respond meaningfully.

You may wish to remain anonymous. If so, we will ask you for information supporting your request for anonymity. Any information you provide will be kept confidential and will not be shared with anyone outside our office.

Where we find that the MSP(s) has broken the rules that they are meant to follow, the Commissioner will submit a report to the relevant Committee of the Scottish Parliament. The report may include your name and will include the following:

  • The complaint
  • Details of the investigation
  • The facts found by the Commissioner which may include materials from you, the MSP(s) complained about and third parties
  • The Commissioner’s conclusions
  • The MSP(s)’s response to our report

The information may be presented in its original format or summarised. Any information provided, including that of third parties, may be included in the report where it is relevant to the investigation and findings. When you choose to provide third party information in support of your complaint and where this is relevant, the Commissioner is likely to include it in their report. The Commissioner’s report and the Committee’s conclusions will be published on the Scottish Parliament’s website.

Where the behaviour described may be criminal in nature we will suspend our investigation, inform the Committee and submit a report to the Crown Office and Procurator Fiscal Service.

The information in the case file will be for retained for five years. Our final decision will be retained permanently. Further details are available in our File Plan and Retention Schedule. Your data will be held in line with our Records Management Policy.

We have powers under the Scottish Parliamentary Standards Commissioner Act 2002 to process your personal data in this way.